Policies Approved

The policy and procedures will be effective on June 7, 2020. A link to the updated version is located at the top of the page of the current version. More communication will follow closer to the effective date.

Please see a detailed summary of the revisions below:

SYS 1031, Information Security: Data Classification and Protection
This policy will be effective June 7, 2020.

Summary of Policy and Policy Revisions

  • Modifications to Definitions section:
    • Integrity added to definitions:
      • Definitions of Data Steward and Institutions- now linked to the UW System Information Security Program
      • Data Classification definitions changed to:
        • High Risk: The loss of confidentiality, integrity or availability of data that could result in a significant or catastrophic impact to individuals, mission, assets, or operations of UW System.
        • Moderate Risk: The loss of confidentiality, integrity or ability of data that could result in a serious impact to individuals, mission, assets, or operations of UW System.
        • Low Risk: The loss of confidentiality, integrity or availability of data that could result in minimal impact to individuals, mission, assets or on the operations of UW System.
  •  Modifications to Procedures section:
    • Procedures” replaced with “Standards”
    • “Domains” replaced with “Institutions” in Data Steward section
    • FERPA defined as Family Educational Rights and Privacy Act
    • “Domain” replaced with “Sets”
    • “State of Wisconsin policies” replaced with “regulations”
  •  Modifications to Related Documents section:
    • Added link to UW System Information Security Program

Affected Areas on Campuses

  • This policy applies to all University of Wisconsin System Data and to the extent possible also should be included in contracts with third party providers.

Additional Communication

  • A reminder will be sent to institutions prior to the effective date.

SYS 1031.A, Information Security: Data Classification Standard
This procedure will be effective June 7, 2020.

Summary of Procedure and Procedure Revisions

  • Modifications to Definitions section:
  •  Modifications to Procedures section:
    • Added “These standards establish a minimum baseline for data classification across UW System”
    • Eliminated instructions for approval process for a substitute in compensating control.
    • “Annually” replaced with “365 days”
    • “Domains” replaced with “sets”
    • Added reference to PII
  •   Modifications to Related Documents section:
    • Added link to UW System Information Security Program

SYS 1031.B, Information Security: Data Protection Standard
This procedure will be effective June 7, 2020.

Summary of Procedure and Procedure Revisions

  • Modifications to Definitions section:
  •  Modifications to Procedures section:
    • Descriptions minimized to one sentence “These following table establishes the minimum standards baseline for data handling”
    • “No restrictions” replaced with “minimum standards”
    • “Domain” replaced with “set”
    • “Offline” added to the secured location
  •  Modifications to Related Documents section:
    • Added link to UW System Information Security Program

restructuring related technical amendments approved

On December 9, President Cross approved restructuring project related technical revisions to 10 existing University of Wisconsin System administrative policies. The changes reflect the former UW Colleges becoming branch campuses of the comprehensive and research institutions, and the extension function being combined with UW-Madison and UW System Administration. The recommended changes are not substantive, but rather reflect only technical changes that ensure UW institutions continue to function as intended by the Board of Regents.

The system administrative polices that require technical changes as a result of restructuring that are still under review are listed below, along with a brief note on their status:

  • SYS 125-130 (Extension): These policies are in the process of being redrafted by a working group.
  • SYS 165, Academic Year Definition and Assorted Derivatives: Revisions to this policy will depend on the finalized changes to SYS 125 and SYS 130.
  • SYS 308, Budget Transfers: This policy is being entirely reconsidered and rewritten as the current version is outdated and the reason codes listed are inaccurate. The technical revisions required for restructuring will be included in the update.
  • SYS 840, Student Financial Aid in Extended Degree Program Admin: Substantive revisions to the policy need to be made. No technical revisions are proposed at this time.

As you look at the list below you will see the original language of the policy (with the portion that needs to be changes in red) and the suggested language/change below that. Below the suggested change is a brief rationale for the change. The complete text of the policies that will be changing to reflect the technical revisions can be found using the links below:

These policies are effective as of their approval.

SYS 148, Development and Operation of Contractual Training and Sponsored Student Programs

§C(1): The Role of the Host Institution

  • Original Language: “The Role of the Host Institution UW System institutions serve as both trainers and programming agents. The responsible institutional representatives should be thoroughly versed in the details of any sponsored student program on their campus and should work closely with the program agency or sponsor to ensure that the program objectives are being met. The institution is expected to: 1. Have and be able to demonstrate the capacity to provide the appropriate program., and coordinate the offering of off-campus coursework with UW-Extension, as needed.
  • Suggested Language: Delete crossed out portion.
  • Rationale: The new definition of institution is written to include extension, and extension is a part of UW-Madison, so the last portion can be cut out.

SYS 150, The Application of Job Market Placement Information to Academic Planning

§1:

  • Original Language: “Universities should and do develop a capability for rapid implementation of short-term training to meet short-term marketplace needs. In the University of Wisconsin System, this capability is one of the missions of University Extension which uses the established resource base of the system to plan and undertake cooperatively with Universities and Centers, the short-term tasks of continuing education or public service in response to urgent public need. However, the universities themselves do not and should not plan academic programs in the basic disciplines, or for entry into professions, on this basis. To do so would be to abandon the use of internal definition of the nature of higher learning, and to abandon the criterion of quality as a distinguishing characteristic of higher education.”
  • Suggested Language: “Universities should and do develop a capability for rapid implementation of short-term training to meet short-term marketplace needs. In the University of Wisconsin System, this capability is one of the missions of extension which uses the established resource base of the system to plan and undertake the short-term tasks of continuing education or public service in response to urgent public need. However, the universities themselves do not and should not plan academic programs in the basic disciplines, or for entry into professions, on this basis. To do so would be to abandon the use of internal definition of the nature of higher learning, and to abandon the criterion of quality as a distinguishing characteristic of higher education.”
  • Rationale: Broadened the language by taking out specifics and replacing with just “extension” since the statutory definition of “extension” is staying the same.

SYS 157, Faculty Development and Renewal – A System for Faculty Transfer and Exchange

§2(C): Faculty Renewal and Retraining

  • Original Language: “The approaches to this area are several and could utilize existing system resources; e.g., post graduate summer or semester coursework; special course audits, retraining leaves of absence; faculty exchanges designed for new program experience, special work with the Extended Degree Programs network; intra-consortial appointment opportunities; temporary or permanent joint appointments with other institutions, Extension, etc.; special work arrangements with other agencies in the public sector or firms in the private or program within the UW System or an institution, program, agency or firm outside the System, the arrangements would have to be negotiated to the mutual satisfaction of the affected institutions.”
  • Suggested Language: “The approaches to this area are several and could utilize existing system resources; e.g., post graduate summer or semester coursework; special course audits, retraining leaves of absence; faculty exchanges designed for new program experience, intra-consortial appointment opportunities; temporary or permanent joint appointments with other institutions etc.; special work arrangements with other agencies in the public sector or firms in the private or program within the UW System or an institution, program, agency or firm outside the System, the arrangements would have to be negotiated to the mutual satisfaction of the affected institutions.”
  • Rationale: Deleting extension references, the general use of “other institutions” includes extension under the new definition.

SYS 185, College Credit in High School

IV(C): Tuition

  • Original Language: “UW System institutions will assess the full per credit, resident, undergraduate tuition rate for college credits in high schools less a reimbursement to the school districts for costs incurred by the districts in providing instruction for these courses. After this reimbursement, at UW System four-year institutions students will pay no less than 50% of the full per credit resident undergraduate tuition rate of the lowest UW System institution and no more than 50% of the full per credit resident undergraduate tuition rate of the UW System four-year institution offering the course. For UW Colleges, students will pay no less than 50% of its full per credit resident undergraduate tuition rate and no more than 50% of the lowest full per credit resident undergraduate tuition rate of UW System comprehensive institutions. This policy does not pertain to dual enrollment programs taught by UW faculty or staff members in high schools. “
  • Suggested Language: “For branch campuses, students will pay no less than 50% of . . .”
  • Rationale: UW Colleges doesn’t exist.

SYS 306, Accounting and Budget Control
§V(III)(A): Exhibit C

  • Original Language: “. . . The processing centers shall also be responsible for accumulating and maintaining the required data bank in accordance with Central Administration specifications. As of July 1, 1974, Processing Center #1 (Peterson Building) will provide service only to Extension, Madison and Milwaukee, assuming that the Center System, Green Bay and Parkside will have developed capability to provide their input to Processing Center #2 (WARF Building).”
    Suggested Language: Delete reference to “Extension”
    Rationale: The “Extension” is no longer its own entity.

§V(V): Exhibit E

  • Original Language: “Financial data supplied by the units for the Annual Report will include detailed expenditures using the complete uniform accounting code. Revenues will be detailed by source. In addition to the revenue and expenditure reporting, each unit will be responsible for developing a year-end balance sheet for its respective unit in accordance with College and University Business Administration, and the Audit Guide for Educational Institutions, as published by the American Institute of Certified Public Accountants.”
  • Suggested Language: Doesn’t need change
  • Rationale: It is referencing a publication.

SYS 324, Inter-Institutional Financial Transactions

§III Definitions:

  • Original Language: “For purposes of this paper, financial transactions between UW institutions are divided into seven broad categories. . . . Category D Budget reallocations from UW-Extension to other UW institutions related to annual integrated program agreements.
  • Suggested Language: Change to “six broad categories” and remove the crossed out section as Category D is being deleted.
  • Rationale: Starting in FY20, the original IIA amounts are built into the campuses’ budgets so those budget transfers will no longer be necessary.

§IV. Policy

  • Original Language: “Budget authority should be transferred from one institution to another when the major responsibility for program delivery has moved either permanently or on a one-time basis. The various contractual responsibilities should also transfer with the budget authority. Examples of transfers of budget authority include, but are not limited to: the annual UW-Extension allocation to support integrated outreach programs, the American Ethnic Studies Grants, and Urban Corridor Consortium allocations.”
  • Suggested Language: Replace with to be “the annual extension allocation.
  • Rationale: Extension is no longer its own entity, so it will be replaced with “extension” to be used generally.

§V. Category D – Outreach Funding

  • Original Language: “Annual allocations of extension outreach funding are handled as budget transfer transactions. These transactions are coordinated by the UW-Extension Budget Office in cooperation with the UW System Controller’s Office.”
  • Suggested Language: Delete Category D section.
  • Rationale: Starting in FY20, the original IIA amounts are built into the campuses’ budgets so those budget transfers will no longer be necessary.

§V. Category E – Supplies and Services

  • Original Language: “Former Peterson Processing Center (PPC) institutions (EXT, GBY, MSN, MIL, PKS, SA, UWC): For one-time, predetermined costs, if the buying and selling institutions are both former PPC institutions, the transactions are handled as internal transfers and can be initiated in either of two ways:
  • Suggested Language: Historical, but seems to impact current actions, so delete “EXT”.
  • Rationale: Though it is historic, it is about selling/buying the institutions, and EXT is no longer an institution.

SYS 338, Systemwide, Regional, or Inter-institutional Facilities and Service Centers

§I. Background

  • Original Language: “Beyond these examples, the UW System has necessarily approached the problem of administrative design for systemwide, regional or interinstitutional functions on a case-by-case basis. Examples include: policy and procedural arrangements for UWEX and campus relationships in outreach programming, the Systemwide Sea Grant program; Great Lakes Research Facility, and the West Central Wisconsin Consortium.”
  • Suggested Language: Delete the bolded section with examples.
  • Rationale: Since the ‘UWEX’ term is used as an example, and some of the other examples are also obsolete, the examples are being removed.

SYS 705, Carrying Weapons or Firearms at University of Wisconsin Institutions

§II(2)(a)

  • Original Language: “All college and university buildings, both owned and leased, including stadia and athletic facilities, must be posted with signage prohibiting individuals from carrying weapons or firearms in the building.”
  • Suggested Language:All property owned, leased, and/or controlled by the Board of Regents must be posted with signage prohibiting individuals from carrying weapons or firearms in the building. This section does not apply to leased facilities that don’t allow the posting of such signage.”
  • Rationale: This option broadens the language to include all buildings, including those on the branch campuses.

SYS 820, Segregated University Fees

§2(B)(c):

  • Original Language: “Require that all leadership positions in the organization be held by students enrolled on a fee-paying basis for at least half-time; as used in this policy, “half-time” status means enrollment for a minimum of six credits as an undergraduate student, and enrollment for a minimum of four credits as a graduate student, except that for UW-Colleges students “half-time” status means enrollment for a minimum of three credits;”
  • Suggested Language: “…except that for students enrolled at a branch campus “half-time” status….”
  • Rationale: UW Colleges no longer exist. This changes it to “branch campus” to reflect the new nomenclature.

SYS 1110, Information Technology Acquisitions Approval

§V. Definitions

  • Original Language: “Is or is projected to be vital to the functions of the System, institution or College campus. A project shall be deemed “vital” if failure to complete the project on time or on budget would prevent the System or any institution within the System from running any of its enterprise-wide systems or fulfilling any of its essential missions of instruction, research, extended training or public service for ten days or more.”
  • Suggested Language: “Is or is projected to be vital to the functions of the System or a UW institution. A project shall be deemed “vital” if failure to complete the project on time or on budget would prevent the System or any institution within the System from running any of its enterprise-wide systems or fulfilling any of its essential missions of instruction, research, extended training or public service for ten days or more.”
  • Rationale: There are no longer UW Colleges’ campuses, “UW institution” makes it all encompassing.

frequently asked questions tab added

A Frequently Asked Questions page has been added to SYS 1235, Inclement Weather/Emergency Conditions. It can be found under the Guidance tab in the policy. Please visit the policy page to review the posted question and answer.